Warehouse Basics

Table of Contents

Warehouse Basics: How-to Fill, Ship, and Return Orders

Warehouse

The purpose of this guide is to describe the basic features of the Warehouse module. Also known as the fulfillment center, the Warehouse is where confirmed orders will appear to provide instructions to the warehouse team.

The basic warehouse workflow will include a few steps that will become the basis for every order you process. These steps include:

To get started, click on the WAREHOUSE button from the Launch Pad:

Only orders with a status of Reservation will appear in the warehouse and with four tasks, each with a given date of action: Prep, Ship, Pickup and Return.

Order Prep

Filling an order involves picking the gear from the warehouse and marking it as “filled” in the R2 reservation. This is called the order PREP task and appears as the action “Prep”

Find the Prep task

Open the task list.
Select the Today checkbox.
Select the Prep checkbox.
Search for the order.

An order may have more than one Prep task if inventory groups ship on different dates.

In the Action column, double-click the Prep task to begin filling the order.

View and select items from the pick list

Select the asset or item.

Click the Pick List icon to display the availability of the selected asset or item.
Select the required asset or item from the list.
Click Expand All to display the complete list of selected assets or items.

Fill the order

You can fill items by scanning barcodes or entering items manually.

To scan items:

Select Fill Items.
Select a Container ID.
Scan or enter the barcode in the Enter ID field.

If you do not know the ID of a non-serial inventory item, or if the item does not have a barcode, select Search Non-Serial Items to find and select the item.

You can select one more items with any quantity.
If the non-serial item is already reserved on the order, selecting it from the search results automatically populates those order lines. If the item is not reserved, a prompt appears asking you to add and prepare the item.
The Search Non-Serial Items button is available in the following workflows:
- Rental Order > Prep Task > Scan Items

When the scan is successful, R2 displays the item description.

When the scan fails, R2 displays an exception message.

Select Zoom In to enlarge the scan window when scanning from a distance.

Items are added to the selected container until you choose a different container.
Search Non-serial items is not displayed when the Zoom In button is clicked.

Fill the order manually

Highlight the item that you want to fill.

Select Pick Assets.
Double-click the asset to fill it.
For non-serial items, enter the quantity in the Filled column.

To add non-serial or non-barcoded items to a shipping container:

Right-click the non-serial item.
Select Add Container.

Choose the required container.
Filled items show a status of Filled. They disappear from the list when the screen is refreshed, closed, or reopened.

Select Close to exit the fill screen.
The system automatically determines the prompt behavior based on the access levels defined for each option:

Standard Display: If both Yes and No options are accessible, the prompt displays normally.
Automatic Response: If either option is configured as No Access, the prompt is bypassed and the system automatically processes the accessible option as the user's response.

If Yes is set to No Access, the system automatically processes the response as No.
If No is set to No Access, the system automatically processes the response as Yes.

Press F6 to run Run-Time Security and apply restrictions at two levels.

Global Security: Applies the restriction whenever the prompt is displayed, regardless of which screen it is opened from.
Path Security: Applies the restriction only when the prompt is triggered from a specific, configured parent screen.

If you are unable to remove an applied security restriction due to current login, administrators should use a security group with no restrictions or create a new employee login with appropriate access to modify the settings.
Security configurations do not impact existing multi-language prompt behavior, translated text will continue to display as defined.
Existing prompt behavior remains unchanged if no security restrictions are configured.

To exit Run-Time Security, press F7.
Double-click on the Ship task next.

Shipping

Shipping an order changes the status of the order items to Out (rental items) or Sold (sell items). An order should be shipped in R2 once it is on the truck and driving away from the warehouse.

In the Warehouse, this is called the order SHIP task and appears as the action “Ship”. A ship task does not always fall on the same day as the prep task, so search for the Ship tasks for the day:

Search for ship tasks for a given order by:

Check the box for “Today”
Check the box for “Ship”
Search for the order in question.

Double-click on a SHIP task to ship the items and print shipping documents.

To ship all items with a filled status, click on the “Ship Filled” icon;

or

Ship items by their containers one at a time by clicking on the “Dispatch Container” icon:

Best practice: the items should be marked as shipped only after they are on the truck. Dispatching one container at a time ensures all containers are loaded.

Print a Delivery/Pickup Receipt

Whether the customer is picking-up the equipment, or you are delivering it to the venue, a report of the equipment that was shipped can be printed.

Click on the Delivery Receipt icon:

Click on the Form drop-down to select the type of delivery receipt (if you have several.)

Select whether the document should be in Microsoft Word or Adobe Acrobat format.

Check the box for Email if the delivery receipt needs to be sent to a remote party.

Click on the print icon to print/email the delivery receipt.

A print option unique to delivery receipts will appear.

Select whether you want to print all items on the order, or just the items that have been Filled, Shipped or Returned:

Click on the OK button to print the Delivery Receipt:

Sample Delivery Receipt

Returning

Returning items to an order changes the status of the items from Out to Returned. This is important because the items will become overdue if not returned on time, and could affect other orders awaiting that same inventory.

In the Warehouse, this is called the order RETURN task and appears as the action “Return”.

Search for ship tasks for a given order by:

Check the box for “Today”
Check the box for “Return”
Search for the order in question.

Double-click on a RETURN task to ship the items and print shipping documents.

To return by scanning, click on the Scan Items button and begin scanning. R2 will display the status of each scan:

The line with the returned asset will have a status of Returned:

or

Return items manually if they are not barcoded. To return manually, begin by clicking on the Expand All button (bottom left of the screen.) Highlight the line to return and click on the Return button:

If you have returned an item in error, highlight the returned line and click the Un-Return button.

The Un-Return button will change the status of a Returned item back to Out.

Damaged / Lost / Missing

If an item is discovered to be Damaged (or is not returned from the customer) then do not Return the item. Instead, highlight the line in question, and click on one of the three functions: Damaged, Lost, or Missing:

See here for what each term means and how it’s used:

Button	What it does
Damaged	Mark the asset as Damaged if it is noticeably damaged at the time of return. This feature allows you to track the asset so it can be repaired, and (optionally) billed to the customer.
Lost	Mark the asset as lost if it is not returned by your customer. You can optionally bill your customer for lost articles.
Missing	Mark the asset as missing if it did not come back with your crew. There is a distinction between missing and lost statuses. Lost indicates that the customer had the equipment and did not return it. Missing indicates that you were in control of your gear and it did not come back or is missing.

Comments are required at the time of marking an asset as Lost or Missing.

Complete Tasks

When a warehouse task has been completed, it should be marked as done. Marking a task as done removes it from the active task list view. To mark a task as done, right-click on the task and click on Done:

A task that has been marked as done is not deleted, but is removed from the active view. To recall tasks marked as done, check the Done box and perform your search:

The Done checkbox on each task line will also reflect whether or not the task is complete.

To restore a task that was marked as done inadvertently, right-click on the task line and choose Restore: